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IT Knowledge Base > General > Requesting, Modifying, or Deleting GAE (Google Auxiliary Email) Account
Requesting, Modifying, or Deleting GAE (Google Auxiliary Email) Account
Article: KB0010762 Published: 09-14-2017 Last modified: 09-14-2017 Views: 49
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Question:

How do I request, get, obtain, make, or create a GAE (Google Auxiliary Email) account? How do I modify, change, or delete a GAE account?

Answer:

Contents


Requesting a GAE Account

To request a GAE account, submit a 4Help incident at http://4help.vt.edu with:

  • GAE primary owner’s PID (must be an active Virginia Tech employee)
  • GAE delegated contact (for business continuity)
  • GAE account name preference (must conform to PID naming­­: no dashes or underscores)
  • Google Group connection, if any
  • Additional “@vt.edu” address aliases, if any
  • Additional delegates who can send and receive email and post calendar events (must be @vt.edu email addresses)

Once the GAE account is created, the primary owner will receive instructions for changing the password via VT Account Manager, and can then log in directly to Google Mail or Google Drive with the GAE_account_name@vt.edu and the GAE account password.  Delegates log in with their own VT Google Apps credentials, and access the GAE account from the account drop-down list under their profile image or email address.


Contents: Requesting a GAE Account || Name Your GAE Account || Set or Change Reply-to Address of GAE Account || Adding an Owner / Delegate to or Sharing a GAE Account || Modifying or Deleting a GAE Account || Renaming a GAE Account || Top of page


Name Your GAE Account

By default, your GAE account will have the primary user’s first and last name, which somewhat defeats the purpose of a departmental or project account. To give the account a different name, edit the profile via Google+.

To do this:

  1. Log into your GAE account.

  2. If prompted to add a recovery phone option:

    • If you want to add a recovery phone number now, click the Add a phone button, and follow the on-screen instructions to complete the process.

    • To skip adding a phone number, click the Done button.

  3. Once logged in, follow the instructions at the Google Change your Google+ profile name help page.

Contents: Requesting a GAE Account || Name Your GAE Account || Set or Change Reply-to Address of GAE Account || Adding an Owner / Delegate to or Sharing a GAE Account || Modifying or Deleting a GAE Account || Renaming a GAE Account || Top of page


 

Set or Change Reply-to Address of GAE Account

To set or change the return email address where replies will be sent:

  1. Log into your GAE account.

  2. Follow the instructions at the Google Send emails from a different address or alias help page.

Contents: Requesting a GAE Account || Name Your GAE Account || Set or Change Reply-to Address of GAE Account || Adding an Owner / Delegate to or Sharing a GAE Account || Modifying or Deleting a GAE Account || Renaming a GAE Account || Top of page


 

Adding a Owner / Delegate to or Sharing a GAE Account

To share, delegate, or grant access to the Google Mail or Google Calendar associated with a GAE account:

  1. In your browser, log into VT Google Apps Mail using ABC@vt.edu (where ABC is replaced by your GAE account name) and the GAE account password. (For instructions, see Checking or Viewing Your VT Google Apps Mail Email.)

  2. If prompted to add a recovery phone option:

    • If you want to add a recovery phone number now, click the Add a phone button, and follow the on-screen instructions to complete the process.

    • To skip adding a phone number, click the Done button.

  3. On the right side of the page, below your account picture, and above the date of the first email message, click the Settings button which is represented by a gear.

    Click the Settings button.

  4. From the drop-down list, select Settings.

    Select Settings.

  5. To the right of General, click the Accounts and Import tab link.

    Select the Accounts and Import tab link.

  6. To the right of Grant access to your account:, click the Add another account link.

    Image of the Add Another Account link

  7. In the window that appears, in the Email address: text box, type the @vt.edu email address of the person you want to have access to this GAE account. (You can only add a person with an @vt.edu email address.)

  8. Click the Next Step button.

  9. To confirm that you understand that Google will send an automated email to the email address you specified, click the Send email to grant access button.

    Image of the Send email to grant access button

  10. If the confirmation window does not close automatically, close the confirmation window.

  11. Ask the delegate to do the following to accept the delegate invitation and then log on:

    1. In your browser, log on to VT Google Apps Mail with your full @vt.edu email address and your VT Google Apps password. (If you are not the original owner of the GAE account, you will not be able to log on with the GAE account name. You must use your own @vt.edu email address.) (For instructions, see Checking or Viewing Your VT Google Apps Mail Email.)

    2. Open the automated email from Google.

    3. Follow the instructions in the email and on-screen to accept the delegate invitation.

    4. To log on as a delegate of the GAE account:

      1. In your browser, log on to VT Google Apps Mail with your full @vt.edu email address and your VT Google Apps password. (If you are not the original owner of the GAE account, you will not be able to log on with the GAE account name. You must use your own @vt.edu email address.) (For instructions, see Checking or Viewing Your VT Google Apps Mail Email.)

      2. Near the top-right of the window, click your account picture icon.

        Image of the account icon or picture in Google Mail

      3. Click the name of the GAE account. A new window will appear with the VT Google Apps Mail for the GAE account.

Contents: Requesting a GAE Account || Name Your GAE Account || Set or Change Reply-to Address of GAE Account || Adding an Owner / Delegate to or Sharing a GAE Account || Modifying or Deleting a GAE Account || Renaming a GAE Account || Top of page


Modifying or Deleting a GAE Account

Transfer Ownership

If the primary GAE owner is unable to serve as such, he or she may request a transfer of ownership to a GAE delegate to maintain business continuity. The owner should submit an incident to 4Help at http://4help.vt.edu with the current and new owner’s PID and contact information, and any changes to delegates and email aliases.  4Help will then contact the current and new owner to coordinate the transfer, and send instructions for changing the GAE password via VT Account Manager to the new owner.

If the primary GAE owner is unable, through termination or infirmity, to make the request, the department head may request that the account be transferred to an active employee in his or her department, or request that the account be deleted.  These requests are routed to the deputy Chief Information Officer, currently Scot Ransbottom, for approval, and then back to 4Help to follow up with the new primary owner if one is created.  If the account is deleted, the name becomes available for use as an alias or new GAE account.

For more information on GAE accounts, see the GAE (Google Auxiliary Email) Account service catalog item or contact 4Help by submitting an incident at http://4help.vt.edu.

 Modify / Change / Delete Account

To request GAE configuration changes, deletion, or assistance, contact 4Help by submitting an incident to 4Help Self Service.

 


Contents: Requesting a GAE Account || Name Your GAE Account || Set or Change Reply-to Address of GAE Account || Adding an Owner / Delegate to or Sharing a GAE Account || Modifying or Deleting a GAE Account || Renaming a GAE Account || Top of page


Renaming a GAE Account

GAE accounts are unable to be renamed. However, as the account's primary owner, you can create a new GAE account and then transfer everything from the old GAE account to the new GAE account.

  1. Request a GAE account with the new name.
  2. Once the new GAE account is created, transfer the contents out of the old GAE account into the new GAE account.
  3. Delete the old GAE account.

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